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Secretarial Supervisor

  • Location: New York, NY
  • Job Type: Direct Placement
  • Ref No: 18-06506
  • Date: October 11, 2018
  • Job title:

 

 

Scott Smith

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Job Description - Secretarial Supervisor

Our client, a prestigious international law firm, is seeking to add a Secretarial Supervisor to their growing team.



Position Summary:



Primary responsibility for overseeing secretarial schedule ensuring adequate coverage and maximum use of team coverage; assist manager to monitor headcount, overtime and temporary costs.

 

Primary Responsibilities and/or Essential functions: 

  • Possess knowledge of assignment/attorney workloads.
  • Act as liaison between attorneys and secretaries.
  • Provide orientation for new attorneys/secretaries.
  • Recommend assignment changes to improve efficiencies.
  • Recruit for/introduce applicants to attorneys 
  • Possess a full understanding of secretarial schedule.
  • Monitor schedule on a daily basis to ensure that information is posted for your department/floor.
  • Attend weekly scheduling meetings and communicate updates/offer solutions                
  • Provide day-to-day supervision of secretaries in the assignment which includes conducting daily rounds, reviewing weekly time reports and secretarial overtime, reviewing/approving PTO requests; monitoring absences and tardiness         
  • Provide full knowledge of firm/departmental policies.
  • Monitor performance and prepare/deliver documentation as required.
  • Conduct coaching/feedback sessions during the year; oversee the annual performance appraisal process for assigned secretaries.
  • Meet with staff on a regular basis to discuss notable achievements.
  • Work with the Associate Director to define and monitor employee skill sets.

Knowledge, Skills & Abilities:

  • 10+ years of experience in a secretarial/administrative support role within a law firm or legal environment.
  • At least five years supervisory experience.
  • Demonstrated mediation and management skills required.
  • Demonstrated technical background and expertise with desktop applications (e.g. text editing, spreadsheets, graphics).
  • Proficient in all basic, advanced and legal-specific Microsoft Suite Applications.
  • Ability to interact in a professional manner with Firm Attorneys, management and other administrative staff.
  • Must possess excellent oral and written communication skills.
  • Capable of developing and monitoring systems with analyzes costs and productivity.
  • Ability to create a strong team environment and consensus maker.
  • Ability to maintain confidentiality.
  • Strong administrative and organizational skills; ability to prioritize tasks and juggle multiple priorities.
  • Strong initiative; ability to exercise sound judgment, work independently and make decisions on behalf of attorney(s).
  • Excellent interpersonal skills; have the ability to work with different personalities in high-pressure situations.

Education/Certifications:

  • High School Diploma/GED required.
  • Bachelor's degree preferred.

 




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